This article will show you how to create and manage custom workflows for your content or assets. Workflows are comprised of steps and transitions that define how content or assets move from one status to another within your HCMS.
Any user with Owner or Developer permissions on the HCMS can manage Workflows. If a user has Publisher access in the HCMS, they will be able to view the Workflows screen but will not be able to manage Workflows.
Who can use this feature?
Owner | Developer
Create a Workflow
Navigate to Settings and select Workflows from the secondary navigation:
Enter the name of your workflow:
Choose whether this workflow will apply to Assets or Content
Content: If you choose Content, this will apply only to content and not to assets. You will be able to specify whether this workflow applies to all content types or to one or more content types.
Assets: If you choose assets, this workflow will apply to all assets and will not apply to any content types.
Select the Add Workflow button:
Select the gear icon on the workflow you just created:
If you created a Content workflow, you can choose to restrict the workflow to specific Content Types:
Note: If you do not add Content Types to this field, the workflow will apply to all Content Types.
View the default workflow and adjust as needed
Steps: Archived, Declined, Draft, Published, and Submitted are all default steps that relate to a status that your content or asset can move through in a workflow. You can modify the name/ color or remove any of the steps in your workflow, except for the Published step which cannot be modified. You can also set a default workflow step that will specify what status your content or asset should be saved in by default.
Transitions: Transitions can be added or removed underneath each step to specify what roles can move content or assets into which status.
Prevent updates: Check this option to prevent specific roles from updating a status on the workflow:
Once you have configured your workflow, click the Save button:
Modify the Name of a Workflow
Navigate to Settings and then select Workflows in the secondary navigation:
Click the gear icon next to the Workflow you wish to edit:
Type a new Name for the workflow:
Click Save:
Delete a Workflow
Navigate to Settings and then select Workflows:
Select Delete (trash can icon) next to the Workflow you wish to remove
Click Yes on the pop-up that says Do you really want to remove the workflow?:
